Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
6.30pm Wednesday 5 June 2024
Function Room, St Andrews Community Centre, Saxilby
Members Present:
Cllrs Barratt, Bowden, Bridge (arrived at 18:53), Hillman (chair), Saunders, Waller, and J Willox,
Members Absent:
Cllrs Ashton Derry, Crump, Hadjoudj, Spurr, and I Willox
In Attendance:
Lydia Hopton, Clerk
There were 8 members of the public in attendance and Cllr Brockway (WLDC and LCC) who arrived at 18:54.
Cllr Lee (WLDC) gave his apologies.
Meeting
Cllr Hillman opened the meeting and welcomed the new councillors onto the council.
FC24/118 1. Receive apologies and accept valid reasons for absence, these having been submitted to the clerk prior to the meeting.
Apologies were received from Cllrs Ashton Derry, Crump, and I Willox.
Having been proposed (Cllr Waller) and seconded (Cllr J Willox), it was RESOLVED to:
Accept the reasons for absence from Cllrs Ashton Derry, Crump, and I Willox.
FC24/119 2. To consider granting dispensation requests, these having been submitted in writing to the proper officer before, or at the start of, the meeting
None received.
FC24/120 3. Receive declarations of interest in accordance with the Localism Act 2011
None declared.
FC24/121 4. Public Participation Session with respect of business on the agenda only
To note a question, representation, or statement from member(s) of the public
No discussion or debate will take place on any representation or statement made. Council may discuss the comments when it formally considers that item of business, debates the matter, and makes a decision on the matter. Three minutes per member of public or organisation.
No members of the public raised any questions/queries.
FC24/122 5. Receive a district and county councillor update (verbal)
No district or county councillors present. The item was deferred pending arrival of Cllr Brockway.
FC24/123 6. Note the action log
Noted.
FC24/124 7. Note the resignation of Cllr Roberts
Noted.
FC24/125 8. To approve co-option application(s)
Deferred pending the 14 day period to call an election passing as stipulated on the vacancy notice.
FC24/126 9. To ratify a planning and development committee recommendation to allocate Community Infrastructure Levy (CIL) monies from planning application 147672 142772 [correction] for the public facilities refurbishment
Having been proposed (Cllr Hughes) and seconded (Cllr Saunders), it was RESOLVED:
To note the report and ratify the planning and development committee recommendation to allocate the CIL income to refurbish Saxilby Waterfront Public Facilities, with expenditure to be used initially on replacing the end-of-life doors and windows.
FC24/127 10. To accept a grant offer towards Warm Spaces Running Costs
Having been proposed (Cllr J Willox) and seconded (Cllr Barratt), it was RESOLVED to:
To accept a grant offer towards Warm Spaces Running Costs of £50 from Lincolnshire Community Foundation.
FC24/128 11. To agree to sign up to the latest Canal and River Trust Partner Organisation Volunteer Scheme
Deferred until next full council.
Review and approval of:
FC24/129 12. Annual Governance and Accountability Return (AGAR)
18.53 Cllr Bridge arrived
18.54 Cllr Brockway (WDLC and LCC) arrived
a. Annual Governance Statement
Having been proposed (Cllr Waller) and seconded (Cllr Bowden), it was RESOLVED with one abstention to:
Approve the annual governance statement with two amendments changing ‘section 1 no.3’ to ‘no’ and ‘section 1 no.8’ to ‘no’.
b. Account Statements
Having been proposed (Cllr Waller) and seconded (Cllr Hughes), it was RESOLVED to:
Approve the accounting statements.
FC24/122 5. Receive a district and county councillor update (verbal)
The chair invited Cllr Brockway to provide an update following her arrival.
Cllr Brockway has put forward her top priorities for her division which are the whole of Church Lane which has different problems and West Bank which is significant to the economy of the village and area.
Residents have been in touch with Cllr Brockway reporting anti-social behaviour (ASB) in the village. ASB has been reported to the police and they are taking it seriously. Residents have shared it’s affecting their mental health.
FC24/130 13. Address any recommendations in the report from the internal auditor year to date (Financial Regulation 1vii)
Actions noted.
Review and approval of:
FC24/131 14. Risk management policy
Having been proposed (Cllr Hughes) and seconded (Cllr Saunders), it was RESOLVED to:
Approve the risk management policy.
FC24/132 15. Financial regulations
Having been proposed (Cllr Waller) and seconded (Cllr Hillman), it was RESOLVED to:
Approve the Financial Regulations
FC24/133 16. Grant awarding policy and form
Having been proposed (Cllr Saunders) and seconded (Cllr J Willox), it was RESOLVED to:
Approve the grant awarding policy and form.
FC24/134 17. Standing orders
Having been proposed (Cllr Waller) and seconded (Cllr Hughes), it was RESOLVED to:
Approve the standing orders with one amendment on p24 section 19c to add ‘and another personnel committee member’.
FC24/135 18. Code of conduct
Having been proposed (Cllr Hillman) and seconded (Cllr Bowden), it was RESOLVED to:
Approve the code of conduct.
FC24/136 19. Privacy notices
Having been proposed (Cllr Saunders) and seconded (Cllr Hughes), it was RESOLVED to:
Approve the privacy notices, with the clerk to make sure the ‘Staff, Cllrs, volunteers and role holders notice’ refers to cllrs in the body of the notice where applicable.
FC24/137 20. Lone worker policy
Having been proposed (Cllr J Willox) and seconded (Cllr Bowden), it was RESOLVED to:
Approve the lone worker policy.
FC24/138 21. Whistleblowing policy
Deferred - Clerk to research whether cllrs should also be included in the policy and bring back to full council.
FC24/139 22. Bouncy castle policy
Deferred.
FC24/140 23. Representation on, or work with, external bodies and arrangements for reporting back
Deferred.
Finance and Risk
FC24/140 24. Receive the 2023-24 Annual Report from the Internal Auditor
Received.
FC24/141 25. Review the recreation ground project list and agree actions:
A councillor requested re-charging as a custodian trustee is researched further and brought to a custodian trustee meeting for consideration.
a. Elect two trustees for the Recreation Ground Charity
Having been proposed (Cllr Bowden) and seconded (Cllr Waller), it was RESOLVED to:
1. Elect Cllr Bowden as a trustee for the recreation ground charity.
2. No further cllrs stood.
b. Agree to maintain the swings and fencing in the old park until the swing reaches end of life and then remove from site
Having been proposed (Cllr Waller) and seconded (Cllr Bridge), it was RESOLVED with two abstentions to:
Agree to maintain the swings and fencing in the old park until the swing reaches the end of its life and then remove swings and fencing from site.
FC24/142 26. Approve meeting notes from 01 May Annual Full Council as minutes and the chair to sign
Having been proposed (Cllr Waller) and seconded (Cllr Hughes), it was RESOLVED with one abstention to:
Approve the 01 May Annual Full Council as minutes and the chair to sign, with one amendment on item
FC24/098 12 to add in ‘Picnic area and’.
FC24/143 27. Closed session. Council to resolve to go into closed session in accordance with the Public Bodies (Admissions to Meetings) Act 1960 for the following item(s) on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.
Having been proposed (Cllr Waller) and seconded (Cllr Barratt), it was RESOLVED to:
Enter into closed session.
19.34pm All members of the public and Cllr Brockway left.
FC24/144 28. Review and approval of pay policy
Having been proposed (Cllr Waller) and seconded (Cllr Hughes), it was RESOLVED to:
Approve the pay policy.
FC24/145 29. Agree to disclose the condition survey to the Recreation Ground Charity
Having been proposed (Cllr Waller) and seconded (Cllr Barratt), it was RESOLVED to:
Disclose the condition survey to Saxilby Recreation Ground Charity.
FC24/146 30. Agree a quote for a consultant to undertake a feasibility study regarding leasing the community centre (Ref FC24/062 5.(2))
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge), it was RESOLVED to:
Agree a quote from Local Government Research Centre to undertake a feasibility study regarding leasing the community centre.
FC24/147 31. Consider an invoice for a historical interim rental payment for the community centre for 2022/23
Deferred pending legal advice.
FC24/148 32. Consider a request for income from the clothes bin for September 2021 to March 2024
Deferred pending clarification from legal and further information from the clerk.
FC24/149 33. Approve staff increments
Deferred.
FC24/150 34. Approve recommendations regarding a staffing matter
Deferred.
The meeting closed at 20.06pm
Please be advised that these are notes of the meeting taken by the assistant/clerk and cannot in any way be regarded as the official minutes of council proceedings until they are approved and signed at the next meeting.